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A. The aim of the NUI Galway University, University Societies Coordinating Group will be:

To assist the Societies of the University in fulfilling their aims and, in doing so, to develop and facilitate social and community life in the University

To consider applications and make recommendations on the recognition of new University Societies.

To regulate the continuing recognition of Societies.

To agree allocation of funds made available for Societies at NUI, Galway.

To develop and recommend policy in relation to Society activity and the provision and use of facilities for activity to the Vice President for the Student Experience.

To promote the interests of Societies and to act as their representatives within the University

B The University Societies Coordinating Group will comprise 12 members as follows:

1 member from the list below will be appointed by the Vice President for the Student Experience as Chairperson of the Group

1 member will be a nominee of the Chaplaincy Service

1 member will be the Societies Chairperson of the NUI, Galway Students' Union

3 members will be appointed from the academic staff. Their term of office shall be for three years

3 members will be non academic staff. Their term of office shall be for three years

5 members will be elected by the Societies' Auditors to represent the following groupings of Society activity:

Artistic and Performing Societies

Academic Societies

Social Action and Political Societies

Volunteering and Religious Societies

Social and Debating

Special Interest Societies

The Student representatives and SU Chairperson shall form a student working group which shall meet at least once a month and report back to the committee.

This group shall oversee the Societies ticket sales, bank account and on line and SocsBox ticket sales with the administrative support of the Societies officer and the SocsBox interns.

Once elected the 6 student reps will elect the following positions:

Auditor: will be to facilitate the working groups meetings and work with the SU chairperson on liaising with societies on matters of protocol and procedures.

Secretary: Shall take minutes of the working group and communicate recommendations to the USCG secretary for including in Agenda.

Societies Relation Officer: The PRO and Secretary will facilitate and develop Society communication using multimedia and on campus resources to promote societies.

2 finance Officers: Will support the work of the SocsBox and oversee the Societies USCG bank account which is used to facilitate societies on line sales and SocsBox sales and facilitate societies handling of change which is not facilitated by the bank. They shall in addition to the SU Chairperson be signatories on the account which shall be managed strictly by banking 365 through the Societies office.

Safety Officer: Will support the societies and the societies officer in promoting safety.

These 6 officers will be required to attend the relevant Society Training at the start of the academic year.

As new Societies receive full recognition, the University Societies Coordinating Group has the authority to allocate them to a constituency.

C. Election of Group Representatives

Group representatives will be elected in March of each academic year at a duly convened election. They will take up office on July 1st. Election will be by proportional representation. Each group will be a constituency for the purpose of conducting an election. The candidates for the position of group representative in any constituency must be a member of a society in that constituency and must be nominated by the auditors of two societies within that constituency. No candidate may run for more than one constituency group in a particular election. The Convenor of the election will be the Societies Officer. The term of office of group representatives will be one academic year, and no representative may serve for more three consecutive terms.

D. The Secretary to the University Societies Coordinating Group will be the Societies Officer.

E. Members elected by Societies Auditors will have the responsibility of maintaining close contacts with the wide diversity of Societies on campus, liaising with them and thereby keeping them abreast of important information. The role of members elected by Societies Auditors will be to represent all societies on campus. Societies Auditors may approach any members of the University Societies Coordinating Group in relation to matters pertaining to Societies.

F. Members of the University Societies Coordinating Group who do not attend at least one meeting of the Group in any six-month period will forfeit membership of the Group and will be replaced.

G. The quorum for University Societies Coordinating Group meetings will be 4, including the Chairperson or their designate.